Bizconferencing Service

Transcription

1 Bizconferencing Service Welcome! Thank you for using Dialog Bizconferencing Service, the flexible and cost effective Conference Solution that is secure and easy to use anytime, anywhere! This requires no technical knowledge for set up and is easy to manage with a wide range of value added features. Callers can be connected from anywhere in the world via the international telephone network, including access through mobile and satellite phones. DBN Conferencing Service provides a full spectrum of conferencing solutions. This User Guide explains to you the features and functionality of this Service. Using DBN Conferencing Service you can set up your own conference calls, control and manage these sessions and even keep a record of it for future use and/or follow up. Main features Web portal access to configure and manage Bizconferencing Unlimited number of conferencing hours A maximum of 16 participants per conference Can be accessed from any type of phone Full participant control Conference recording & Playback facility Reporting Facility DBN Conferencing Service offers the following facilities: User Profile Management Conference Scheduling Conference Call control Conference recoding, retrieving & Playback Reports generating

2 1. User Profile Management Dialog Bizconferencing Service offers you a range of features to help you manage your user profile and optimize the effectiveness of an Audio Conference. These features can be easily controlled and managed by you even while away from office. All you need is an internet access point. Simply log on to the Dialog Web Portal and you are in control! Web Portal Access Login to the web portal using the credential given to you by the Dialog Broadband, at the time of purchasing of the Conferencing Service. (Refer Figure 1) Login to the web portal by using, User ID : (E.G.: ) Password: audiocon Administrators can log into the above Web Portal to set up, modify and/or control a Conference. Figure 1

3 Once you are logged in, the System will automatically direct you to the webpage shown as figure 2 Figure 2 This page displays menu items used for user profile management. To access a particular service, click on the corresponding link.

4 Change Your Password To change your password, click on the Password Tab in the Profile page. You will then be directed to the page shown in Figure 3 Figure 3 "Set web access password" allows you to change your password used to log in to the web portal. This password can comprise of letters and/or numbers.

5 Follow the below steps to change the password Tasks Steps Step 1 Type your current password. Type your password exactly as you would when logging in to the system, including capitalization. Your password does not appear as you type on your keyboard; a * is displayed for each character you type. Example: ****** Step 2 Type a new password. Type your new password exactly as you would when logging in to the system, including capitalization. Your password does not appear as you type on your keyboard; a * is displayed for each character you type. Example: ****** Step 3 Type the new password again. Again, type your new password exactly as you would when logging in to the system, including capitalization. This is to ensure that you typed the password correctly. Step 4 Save your changes. Click Apply or OK. Apply saves your changes. OK saves your changes and displays the previous page. To exit without saving, select another page or click Cancel to display the previous page.

6 2. Conference Scheduling With Bizconferencing you decide when and how to host your Conference Sessions! This facility allows you to plan your Audio Conference Schedules ahead by enabling you to manage the following functions: Create and modify Conference Schedules Invite participants to the Conference Sessions Edit already scheduled Conferences Keep a record of Conference Sessions: current, future and past How to Access Conference Scheduling Click on Conferencing under Options on your Profile web page You will then be directed to the Conferencing Menu webpage (figure 4)

7 Figure 4 This page displays menu items used for managing the conference services available to you. To access a particular service, click on the relevant link. Click on the Conferences tab to start setting up your Conferences. The Conference option enables you to access all your Current, Future and Expired Bizconferencing Schedules. 1. Current Conferences This feature allows you to view a list of conferences scheduled within the next 30 minutes. (Refer Figure 5) Therefore, Conferences appear under the Current tab 30 minutes before they begin until they are complete.

8 Figure 5 The following information is shown relevant to current conferences: Title, Owner, Type, Start time Conference lists could be sorted by: - Any of the above criteria by clicking on the relevant column headings - Specifying search criteria by using the input boxes given at the bottom of the page - Clicking on the page links - -for example Next or Previous For additional instructions on how to search, sort, and scroll through lists; see Navigating Lists The Current Conferencing menu can be used to perform the following tasks: Create a conference for two participants (yourself and one other participant) Create a conference with more than two participants involved Modify details of a conference

9 Tasks Steps To Create a conference for two participants: Click Quick Add. The Conferences Quick Add Page appears Type the title, owner, type, start time of the conference To Create a conference with more than two participants: Click Add. The Conferences Add page appears Type the title, owner, type, start time of the conference To Modify details of a conference: Click Edit or any item in the row of the conference which needs to be modified. To Exit Current Conferencing Click Apply or OK. Apply saves your changes. OK saves your changes and displays the previous page. To exit without saving, select another page or click Cancel to display the previous page. 2. Future conferences This feature allows you or your Administrator to view a list of all conferences scheduled more than 30 minutes ahead of the present time. These will appear under Current Conferencing once they are within 30 minutes of present time. (Refer Figure 6)

10 Figure 6 The following information is shown relevant to future conferences: Bridge, Title, Owner, Type, Start time Conference lists could be sorted by: - Any of the above criteria by clicking on column headings - Specifying search criteria by using the input boxes given at the bottom of the page - Clicking on the page links - -for example Next or Previous For additional instructions on how to search, sort, and scroll through lists; see Navigating Lists The Future Conferencing menu can be used to perform the following tasks: To create a conference for two participants (yourself and one other participant To create a conference with more than two participants involved

11 To Modify details of a conference To Delete a Conference Tasks Steps To Create a conference for two participants: Click Quick Add. The Conferences Quick Add Page appears Type the title, owner, type, start time of the conference To Create a conference with more than two participants: Click Add. The Conferences Add page appears Type the title, owner, type, start time of the conference To Modify details of a conference: To modify details of a conference: To Exit Current Conferencing: Click Edit or any item in the row of the conference which needs to be modified. The Conferences Modify page appears. Click Edit or any item in the row of the conference which needs to be modified. To delete a conference: Click Edit or any item in the row of the conference which needs to be modified. The Conferences Modify page appears. 1. Check the Delete check box to the left of the conference to delete. 2. Click Apply or OK. Apply saves your changes. OK saves your changes and displays the previous page. To exit without saving, select another page or click Cancel to display the previous page. WARNING: This action cannot be undone. Once you click Delete, the conference is permanently deleted. Click Apply or OK. Apply saves your changes. OK saves your changes and displays the previous page. To exit without saving, select another page or click Cancel to display the previous page. 3. Expired Conferences This feature allows you to view a list of all conferences that have already occurred. Conferences expire once they are complete. (Refer Figure 7)

12 Figure 7 The Conferences listed under Expired Conferences will be displayed for the next 24 hours. The following information is shown relevant to Expired conferences: Title, owner, type, expiry date (date of conference) Expired Conferences can be re-scheduled (modified) within 24 hours of occurring. The Expired Conferencing menu can be used to perform the following tasks Add a conference for two participants (yourself and one other participant) Add a conference Edit a conference Tasks Steps To Create a conference for two Click Quick Add. The Conferences Quick Add Page appears

13 participants: Type the title, owner, type, start time of the conference To Create a conference with more than two participants: Click Add. The Conferences Add page appears Type the title, owner, type, start time of the conference To Modify details of a conference: To Exit Current Conferencing: Click Edit or any item in the row of the conference which needs to be modified. The Conferences Modify page appears. Click Apply or OK. Apply saves your changes. OK saves your changes and displays the previous page. To exit without saving, select another page or click Cancel to display the previous page. 3. Conferences Modify

14 This feature helps you/your administrator to efficiently modify Future Conference sessions and Conference sessions already in progress. You decide on the participants, duration and managing of the conference. All this with just a click of the mouse! Please note: Only the duration can be modified in Current Conferences. The start time and date cannot be modified How to Access Conferences Modify Click on any Conference displayed under Current, Future or Expired Conferences to use the Modify feature. The conferences Modify page will appear (Refer Figure 8) Figure 8

15 The Conference Modify menu can be used to perform the following tasks Tasks Steps To Modify existing conference information: 1. Modify existing conference information as required. The Bridge Name, Owner, Type, Start Date, and Start Time cannot be modified. To change any of these fields, you must delete the conference and add a new conference. 2. Click OK. 3. To exit without saving, click Cancel or select another page. To Control a conference: Click Call Control. The Conference Call Control page appears. To Add participants to a conference: Click Call Control. The Conference Call Control page appears. To Modify a recording of a conference: Click Recordings. The Conference Modify Recordings page appears. To Schedule a leader: 1. To invite a leader to the conference, in the Leader Access section, click Invitation to send an invitation to the leader. Your default application opens a new message that includes the scheduling and access information for the conference. 2. In the Leader Access section, click Calendar Appointment to schedule the leader for the conference. Your default application (specifically, any application that works with.ics files) opens a new message that includes the scheduling and access information for the conference. To Schedule a participant: Use one of the following options: 1. Invitation: - Your default application opens a new e- mail message that includes the scheduling and access information for the conference. 2. Calendar Appointment: - Your default application (specifically, any application that works with.ics files) opens a new message that includes the scheduling and access information

16 for the conference. To Exit this page: Click OK. OK saves your changes and displays the previous page. To exit without saving, select another page or click Cancel to display the previous page. 4. Conference Call Control This feature gives you the Administrator s privilege of controlling Calls while the Conference is in Session, using web interface. How to go to Call Control menu To go to that Call Control page click the call control tab on Conference Modify page Figure 9

17 The following information is displayed against each participant: Leader: A check mark against Name indicates the conference call leader(s). Phone Number: (Name) displays the phone number (or SIP address) and the name of the participant (if available). Status: Displays the status of the participant. Status types include: Answered: The participant has joined the session and is now live on the conference call. On Hold: The participant's line is currently on hold. Muted: The participant's line has been muted. He will not be able to speak at the Conference temporarily Action: Displays the options available to you relevant to each participant's line. These include: Resume: Lets a participant resume a conference after his/her line has been muted or put on hold. Mute: Suspends the participant's ability to speak at the conference session Hold: Puts the participant's line on hold. Drop: Drops the participant's line from the conference call. NOTE: Press ##3 to find out the maximum number of participants permitted to join the conference call. The Conference Call Control menu can be used to perform the following tasks: Tasks Steps To modify a conference call: Click Configure. The User - Conferences Modify page appears. Make the changes. To add participants to a conference call: 1. Type the participant's phone number in the *Phone Number/SIP- URI text box,. 2. Click Call. The participant's number is called for them to join the conference. NOTE: You can also add a participant by pressing ##2 on your telephone.

18 To prevent other participants from joining the conference call: Click Lock. Participants are prevented from joining the conference call. Click Unlock to remove this barrier. To record the conference call: 1. Click Start Recording. The conference call recording begins and the Stop Recording button appears. 2. Click Stop Recording to end the audio recording. This recording appears on the list of audio recordings on the User - Modify Conferences Recordings page. To pause the conference call: Once you have started to record a conference call, you may pause the recording by clicking Pause Recording. To resume recording, click Resume Recording. To mute participants: 1. Click Mute in the relevant participant s row (where phone number or name is displayed) 2. To mute all participants, click Mute Participants and proceed to speak. Leaders are exempt from being muted. Use Resume, to release the mute function. All participants are now able to speak during the Conference call. NOTE: Participants can mute themselves. Press ##1 to mute the call. Press ##1 to remove the mute from the call. To put participants on hold: 1. Click Hold in the relevant participant s row (where phone number or name is displayed) 2. To put all participants on hold, click Hold All. Use Resume, to release the hold function. To drop participants: 1. To drop a participant, click Drop in the row of the participant's phone number or name. 2. To drop all participants, click Drop All. To exit this page: Click Close. The previous page appears. NOTE: Click Refresh to refresh the list of participants after you have performed any tasks on this page.

19 5. Conference Recording, Retrieval and Playback This service allows you to maintain records of all previously recorded Audio Conferences This feature enables you to: Display recorded Conference Calls (or potions of it) Playback recordings recordings to others Delete recorded conferences You can use this feature to display recorded conference calls or portions of the conference calls. How to access Recordings Click Recordings in the main Conferences menu page and then you will directed to the page to the Recordings menu page as shown in Figure 10

20 Figure 10 The following information is displayed for each recording: Bridge Name: Displays the name of the Customer/ Company using the Bizconferencing Service. This information will be input by DBN Title: Displays the title of the conference from which the recording was made. Owner: Displays the name of the owner of the conference from which the recording was made. Start Date: Displays the start date of the recording. Start Time: Displays the start time of the recording. Duration: Displays the duration of the recording. List of recordings could be sorted by: - Any of the above criteria by clicking on column headings - Specifying search criteria by using the input boxes given at the bottom of the page - Clicking on the page links - -for example Next or Previous

21 For additional instructions on how to search, sort, and scroll through lists; see Navigating Lists Recording Playback This feature is used to listen to recorded Conference Calls, send recorded Conference Calls to others or delete Conference calls no longer needed. Figure 11 The Conference Recording Playback menu can be used to perform the following tasks: Tasks Steps

22 To access an audio recording: 1. Access the audio recording by one of the following: Click Play to listen to the recording. Click Save to save the audio recording. To listen to the recording via telephone : Type the phone number you wish to direct the audio recording to and then click Call to listen to the recording on the phone. Click OK. OK saves your changes and displays the previous page. To exit without saving, select another page or click Cancel to display the previous page. To recording details: 1. Click Recording Details. Your application opens an message with the URL to the audio recording included. 2. Type the address of the person you wish to send the recording to, and send the message. To delete a recording: Click Delete. The previous page appears. WARNING: This action cannot be undone. Once you click Delete, the conference is permanently deleted. To exit this page: Click OK to save your changes and display the previous page. To exit without saving, select another page or click Cancel to display the previous page. 6. Generating Reports This service enables you to generate reports for specific Conferences which occurred.

23 This feature enables you to: Specify criteria from which to generate the Reports copies to others (optional) How to access Reports Click Reports in the main Conferences menu page Figure 12 The Conference Reports menu can be used to perform the following tasks

24 Steps Details 1. Select a conference bridge* Select a conference bridge from the Bridge Name drop-down list. 2. Type the start date* Specify the start date using either of the following: * Type the date in month/day/year format * Click on the calendar icon to the right of the text box to select the date from the pop-up calendar. To change the month, click either of the inner circles with arrowheads. To change the year, click either of the outer circles with arrowheads. Then click the day. The selected date appears in the input box. 3. Type the end date* Specify the end date using either of the following : Type the date in month/day/year format Click on the calendar icon to the right of the text box to select the date from the pop-up calendar. To change the month, click either of the inner circles with arrowheads. To change the year, click either of the outer circles with arrowheads. Then click the day. The selected date appears in the input box. 4. Type an address to send a copy of the report (optional) Type an address to send this report to an user. 5. Generate the report. Click Generate. The report appears in a new window. The report displays the following information: Bridge: Displays the name of the conference bridge. Call Date: Displays the date of the conference call. Call Start Time: Displays the start time of the conference call. Time Zone: Displays the time zone of the conference call. Call Owner: Displays the owner of the conference call. Phone Number: Displays the phone number of the conference call

25 participant (or leader). Direction: Displays the direction of the call (outgoing or incoming). Duration: Displays the length of time the caller was engaged in the conference call. Access Code: Displays the access code for the conference call. Call ID: Displays the caller ID associated with the call. 6. Exit this page. Click OK. OK saves your changes and displays the previous page. To exit without saving, select another page or click Cancel to display the previous page.

26 Possible FAQ Q: What does the Dialog Bizconferencing Service offer? A: This service offers the user bridging facility to connect multiple participants (both local and international) to a Bizconferencing Session Q: What are the maximum number participants per Conference Session? A: 16 Q: Is it possible to increase the number of participants for a particular Audio Conference? A: No, the maximum number of participants will be limited to 16. A customized solution can be provided beyond this limit. For more details, Please contact your Account Manager or dialogenterprise@dialog.lk Q: Is any hardware installation needed to use the Bizconferencing Service? A: No, hardware installation will not be required at the Customer s location Q: How can I schedule an Audio Conference? A: An Audio Conference can be scheduled through the Web Portal provided by DBN, using your unique user name and password. Q: How does a participant join an Audio conference? A: By dialing the bridge number followed by the Access code provided by DBN. The participant will receive this information from you when you send out invitations via . Q: Can the Conference be recorded? A: Yes, recording an ongoing conference can be initiated/stopped through the Dialog Web Portal.

27 Q: Can outgoing calls be set up through the Web Interface? A: Yes, outgoing calls could be made through the Web Portal. The call charges will be billed under Conference bridge number. Q: How can I invite participants to a scheduled conference? A: You can do so via invitation or Calendar appointment. The Bridge number and arbitrary access code needed for the Conference call will also be included. Q: What privileges will be available to the Administrator to control an ongoing Conference? A: Administrator can control the entire conference as below: Participant drop Participant mute Leader activation Start recoding Stop recoding Dial out Q: Can any type of phone be used to participate in an Audio Conference? A: Yes, any type of phone can be used from any service provider Q: Can I invite international parties to join an Audio conference? A: Yes you can! Participants can join up from anywhere in the world! International parties can either dial in or the Administrator can dial the international numbers Q: How will I be charged for using this Service? A: You will be charged based on the monthly rental and commitment. Call charges will be billed under the Conferencing bridge number.